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Tip

Tips and Guidance for in-room WebEx Moderators

At times, such as our Global DPCA Meetings, we need to combine remote WebEx participation with a gathering of people in a conference meeting room.

Participants in a meeting room can easily forget about the remote participants on WebEx. Having one or more dedicated WebEx moderators will help keep the meeting together and create a more positive experience for everyone.

These Moderator Tips are intended to provide orientation and guidance to moderators who may be new to WebEx and help them to create a successful and productive meeting.

 

Key Points

...

To Remember:

  1. Make sure that people in the room do not forget about remote WebEx participants
  2. Make sure that remote participants do not disrupt the room with audio-feedback or other noise
  3. Keep everyone engaged and communicating with each other – but don't flood the chat box
  4. Always use the chat box to "Everyone" to request **Hand Up to manage the speakers queue 
  5. Know how to reach one of the in-room technical specialists in an emergency

Responsibilities

  • WebEx moderators are responsible for helping to make sure that there is smooth communication between people in the room and the remote WebEx participants – you are the "bridge" between these two groups
  • Much of the communication for remote participants will be in the WebEx Chat box, so you need to always be monitoring this.
  • Unless it is really one-to-one personal communication, encourage participants to address their comments to "Everyone" – especially if it is a request to speak, or a notification of a problem with WebEx communication
  • Don't let the people in the room forget about the WebEx participants – you are there to represent them and speak for them in the roomHelp
  • to make sure that presentations Take turns and share the moderating responsibility so that one person is not left to do the job alone

Presentations

  • Make sure that presentation documents are loaded from the DA Wiki to the WebEx whiteboard in advance.
    • Presentation materials are always best shared as PDF files, rather than Word, PPT, or other files.files 
    • Convert files to PDF before uploading to the WebEx whiteboard 
  • Make sure that in-room Presenters use the WebEx whiteboard for presentations , not files – do not let them just open a file on the desktop
  • Help the podium Presenters to learn how to move from page-to-page in their presentation
      Take turns and share the moderating responsibility so that one person is not left to do the job alone
      • Offer to help manage their presentation slides for them, if they are not comfortable with this.

    Moderating the Meeting

    • Test your pc/workstation prior to the meeting. Ensure the that audio works.  Use Always use a headset where possible
    • login to the WebEx meeting using "Moderator" in your name – so people know what roll you are playing, and can turn to you for support
    • keep if your computer is connected to audio.
    • Keep active discussion going in the WebEx chat box so that people know you are thereenforce , but don't flood it with too many messages.
    • Enforce the **Hand Up to "Everyone" in the chat box rule to keep a clear indication of who is in the Queue to speak next. (We discourage usage of  
      • Remind participants of this rule periodically with a message in the chat box
      • (We do not recognize the "Hand up icon" option in WebEx.  It is only seen by the presenter/host and does not
      allow for indication of whom may be next
      • show who is next in line)
    • provide Provide a regular update of the names of people in the Queue by retyping the list in the chat box
    • keep Keep all participants on MUTE if they are not speaking to the meeting
    • Help ensure that individual participants that who are having technical issues do not seriously interrupt the meeting 
      • Encourage them to connect with you or another support person via a personal Skype chat, if needed
    • Always encourage remote participants to use the Call Using Computer VoIP audio, NOT the US-based phone number
    • you may need to It is helpful to re-type questions to the speaker into the chat area box so that everyone can understand what's being saidhave follow the discussion.
    • Have the Meeting Host Key number ready, in case something happens to the Host computer and you need to reclaim control over the meeting

    ...

    • When you first login to WebEx from the in-room moderator computers use a name that describes that computer.
    • For example: (using the "!" in front of the name will keep it at the top of the alphabetical participants list)
      • !PuntaCana Hub
      • !PuntaCana Podium
      • !PuntaCana Moderator
    • Encourage all participants to include their DA Title/Officer position in their name when they sign in

    Hardware and Technical Setup

    • Make sure that other WebEx participants in the room do NOT connect to audio (this can create terrible audio feedback)
    • If professional microphones and an Audio Mixer are being used, make sure that all webcam or computer microphones are turned off.
    • Use a personal headset/earphones (iPhone earphones work great) if you are connecting to audio or have any other sound coming out of your computer.
    • Make sure that all speakers in the room use a microphone AT ALL TIMES, or remote participants will cannot hear nothinganything.
    • Know how to immediately reach the Internet and Audio/Visual technical specialists in case something goes seriously wrong.
    • -

    ...